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Field Office Accounts By : Accounts Branch Head Office PHSC.

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Presentation on theme: "Field Office Accounts By : Accounts Branch Head Office PHSC."— Presentation transcript:

1 Field Office Accounts By : Accounts Branch Head Office PHSC

2 Funds being released to the Field offices DMC OFFICECIVIL DIVISIONSCIVIL SURGEON/SMO/MS OFFICE 1. Non Plan Heads  Salaries,  Sanitation  Bio Medical Waste  Other Expense s T.A./DA, Telephone, Medical reimbursement, LTC, staff Welfare, Entertainment, Printing & Stationary, Postage & Courier, Vehicle Petrol & Maint. Exp., Equipment /Furniture Maintenance & other operational exp. 2. Scheme funds  Telemedicine  Jan Aushdi  Zila Parishads  RSBY  NRHM, PPP  Mobile Van 3. From Civil Surgeon Office. 1. Non-Plan 2.Civil Works  NRHM  Core Plan  Hot Line 1. Scheme Funds  Trauma Centers  Nursing School  Rogi Kalyan Smitis

3 Scheme funds –DMC Office HEADEXPENDITUREOBSERVATION 1. Telemedicine Telephone Bills Last date of deposit should be taken care off 2. Jan Aushdi Computers, Overall expenditure made by RCS/RKS on JAS. 3. Zila Parishads Medicines Purchase Detail of medicines purchased. 4. RSBY Computers, Camps. Account to be submitted 5. PPP/Max Healthcare Bathinda & Mohali Electricity Connection etc. Upfront fee and detail of expenditure to be account for 6. Nursing School MKH Patiala, MS Jalandhar & C.S. Amritsar Seed money on loan basis for set up of Nursing Schools U.C. along with detail expenditure to be submitted

4 Type of Accounts & Submission Dates Type of AccountSubmission Date Monthly Account (Copy of cashbook, Trial Balance Annexure enclosed) By 10 th of Every Month EPF StatementsBy 7 th of Every Month T.D.S. StatementsBy 3 rd of Every Month Funds RequisitionBy 20 th of Every Month Bank Reconciliation & StatementEvery month with Monthly Account and bank certificate from the bank at the end of the financial year (upto 30 th April) ERF AccountReconciled ERF Statements in respect of Each Hospitals as on March 2011 by

5 TRIAL BALANCE FOR THE MONTH OF S.NO.PARTICULARSANN.DEBITCREDIT 1 Personnel ExpensesI 2 Administrative ExpensesII 3. Hospital Exp/Financial Exp.III& IV 4. Furniture & Equipments (Assets)V 5 Medicines & Medical Lab SuppliesVI & VII 6. Local TrainingVIII 7. Equipment MaintenanceIX 8 Vehicle Maintenance (With Details) 9 GIS (DMC Salary)VII 10 Surgical Pack Maintenance 11 Advance to StaffX 12 Advance to SMOXI 13 Sale of Tender Forms 14 Other Receipts 15 Bank Interest 16 Head Office Account 17 C.P.F. Contribution 18 TDS (Salary) 19 T.D.S. (Sanitation & Others) 20 Cash in Hand 21 Balance with Bank (Reconciliation Attached) TOTAL

6 Copy of Cash Book ReceiptsAmountExpenditureAmount Opening Balance CashPersonnel Expenses (Annexure-I) Bank: Administrative Expenses (Annexure-II) Hospital Expenses (Annexure-III) Receipts From Head OfficeFinancial Expenses (Annexure-IV) Other ReceiptsFurniture & Fixtures (Annexure-V) CPF. ContributionEquipment Office/Hospital (Annexure-V) TDSMedicine and supplies (Annexure-VI) Advances Income TaxVehicle Maintenance Bank InterestRemittance to H.O. Rajiv Gandhi Mobile VanSalary to DMC & Arrears HRA DeductedSalary Payable/Paid (Detail) Closing Balance Cash Bank T O T A L

7 Personnel expenses Annexure-I S. No.ParticularsExpenditure during the month Expenditure upto date Observations 1SALARIES Full detail of salary should be provided 2LTC - 3TA TO STAFF TA/DA payment should be paid as per PHSC norms. 4STAFF WELFARE 5 MEDICAL REIMBURSEMENT To be submitted with detail of the officials who are paid medical reimbursements with sanction reference 6ARREARS OF SALARY Arrear of salary to the contractual staff should be approved from the HQ. 7LEAVE ENCASHMENT Total

8 Administrative Expenses Annexure-II S. No.ParticularsExp. during the month Exp. upto date Remarks 1PRINTING & STATIONARY 2TELEPHONES,FAX & TELEX Entitlement is for DMC office Phone, his mobile & residence. * 1,500 call for two months (Mansa) 3ENTERTAINMENT EXP. 4FREIGHT & CARTAGE 5MEETING EXPENSES 6 POSTAGE 7TRANSPOSRT & POL EXP. 290 Ltr. Petrol or 440 Ltr.Diesel 8LEGAL FEES & EXP. 9MOBILE TEL EXPENSES (DMC) 1000/- p.m or actual whichever is less bill required 10MOBILE TEL EXPENSES(CS) 1000/- p.m or actual whichever is less bill required TOTAL

9 Hospital Expenses Annexure- III S. No.ParticularsExp.During The MonthExp.Upto Date 1HOSPITAL SIGN BOARD 2HOSPITAL STATIONARY 3SANITATION & LAUNDRIES 4DIESEL TO AMBULANCES 5CONTINGENCIES This sub head has been cancelled, hence forth. 6PETROL EXPENSES OF OFFICE VEHICLES 7TELEMEDICINE TELEPHONE 8BIO MEDICAL WASTE LIFTING 9 ADVERTISEMENT EXP./ IEC ACTIVITY Specific for sanitation & Bio Medical Waste tenders. TOTAL

10 Financial Expenses Annexure-IV S. No.ParticularsExp. during the monthExp. upto date 1BANK EXCHANGES & COMMISSION Total

11 Equipments Annexure-V DETAIL OF FIXED ASSETS FURNITURE & FIXTURE S. NO.NAME OF THE ASSET HEADQTYAMOUNT MINOR MEDICAL EQUIPMENTS S. NO.NAME OF THE ASSET HEADQTYAMOUNT MAJOR MEDICAL EQUIPMENTS S. NO.NAME OF THE ASSET HEADQTYAMOUNT EQUIPMENT OTHERS S. NO.NAME OF THE ASSETHEAD QTYAMOUNT

12 Medicines Annexure-VI S. NO.NAME OF THE MEDICINEBILL NO. & DATEHEADQTYAMOUNT S. NO.NAME OF THE ITEMBILL NO. & DATEHEADQTYAMOUNT Hospital Lab Supplies Annexure-VII

13 Equipment Maintenance Annexure-IX S.NO.PARTICULARSHEAD EXP. DURING THE MONTH EXP. UPTO DATE Trainings Annexure-VIII S.NO.PARTICULARSHEAD EXP. DURING THE MONTH EXP. UPTO DATE

14 Staff Advances Annexure-X S. NO. DATENAME OF EMPLOYEE DESIGNATIONPURPOSEOPENING BALANCE GIVEN DURING THE MONTH ADJUSTED DURING THE MONTH BALANCE AS ON DATE 1 Other Advances Annexure-XI S. NO. DATENAME OF SMO/OTHERS DESIGNATIONPURPOSEOPENING BALANCE GIVEN DURING THE MONTH ADJUSTED DURING THE MONTH BALANCE AS ON DATE 1

15 Deductions from Salaries S. NO.PARTICULARSDATE OF DEDUCTION AMOUNTDEDUCTIONNET AMOUNT Other Deductions, T.D.S. from Contractors S. NO. PARTICULARSDATE OF DEDUCTION AMOUNTDEDUCTIONNET AMOUNT

16 Head Office Account S.No.DateParticularsDebitCreditBalance Opening Balance

17 Salary Detail Performa S.No.NameDesignatio n Gross Salary CPFIncome Tax Deducted Wheat Loan Deduction OthersTotal Ded.Net SalaryDate of Increment

18 Points to Remember Monthly demand by due dates. Funds to be received in saving Bank Accounts(RTGS except Amritsar & Ropar.) Blockage of Funds (Patiala, Ludhiana, Jalandhar) Release is subject to furnishing of monthly Accounts. Funds utilization should be for the heads for which it is released. There is always a sanction for each & every public funds. No public money can be received in sub offices unless authority is not delegated for the purpose Essential deductions & deposits under Statutory liabilities should be taken care off.

19 PENDING ACCOUNTS OF DMC OFFICES S. No.Name of DistrictMonth 1AmritsarMay 2BarnalaMay 3FaridkotApril, May 4FerozepurMay 5GurdaspurMay 6JalandharApril, May 7MuktsarApril, May 8Nawan ShaharApril, May 9PatialaMay 10RoparMay 11Tarn TaranApril, May

20 Issues:  Submission of monthly accounts along with details in time.  No Expenditure will be admissible except the define head of expenditures.  The Performa of trial balance is uniform for all & any other form of Accounts will not be accepted.  Funds will not be released unless Balance in hand is not reported and monthly account is not submitted  TA/DA payment should be as per PHSC rules.  Head of expenditure should be mentioned for proper posting in the balance sheet of PHSC.  Requirement of funds should reach before 20 th of every month.  Bank reconciliation statement with copy of bank statement.  Head office account with opening & closing in consolidated form since 1 st April onwards.  Detail of Assets & Equipments purchased from which head.  Detail of heavy repair of equipments.  Detail of expenditure against the funds received for other projects.  Detail of disbursement of Salaries.  Action to be taken to adjust/recover advances given to SMO’s & others.  T.D.S. deduction details should reach before 3 rd of every month. T.D.S. reconciliation personal responsibilities of respective accountants.

21 Thanks


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